Head Administrative Clerk

3 weeks ago

Holyoke, United States City of Holyoke MA Full time

**City of Holyoke**

**Personnel Department**

**Full-Time Head Administrative Clerk**

**JOB POSTING - JUNE 12, 2024 - JUNE 26, 2024**

**Position Summary**: The Head Administrative Clerk performs administrative and detailed clerical work in a diverse office requiring high confidentiality. This position is a departmental liaison to other municipal offices, employees, retirees, the public, and contracted vendors. Responsible for the daily office routine that requires the ability to multi-task while effectively prioritizing responsibilities with frequent interruptions. Must have excellent interpersonal skills and can communicate in an effective, courteous, and patient manner both orally and in writing.

**Essential functions**:

- Assist with maintaining confidential employee/retirement information and records.
- Greeting visitors
- Welcoming them and directing them appropriately
- Answers or refers inquiries
- Provides New Hires (NH) paperwork necessary for onboarding
- Processing mail
- Sort and distribution of incoming and outgoing
- Answering the telephone and directing calls to the appropriate designee
- Maintaining multiple calendars
- Setting up appointments, interviews, meditation, etc
- Filing and maintaining databases
- Maintain Parking Pass database
- Issues temporary parking passes to visitors
- Ordering office supplies
- Maintain job posting
- Indeed
- Masslive
- City Bulletin Boards
- Administrative duties in support of the department’s operations

**Knowledge, skills, and abilities preferred**: 3-5 years of experience in a similar or related municipal position with a strong understanding of employee and retiree benefits management, workers' compensation, unemployment, new hire processing, and separation of employment procedures; high level of comfort and familiarity with Microsoft Office (Word & Excel), MUNIS, Gmail, and internet; comfortable with vendor websites for enrollments, cancellations, and updates; strong organizational skills with particular attention to details.

**Education, or certifications**:High school diploma or GED required, associate's degree in Human Resources or related field preferred. **Supervision**:Reports to Director of Personnel.

**Job Environment**: Majority of work is performed under typical office conditions. Has frequent contact with city department heads, employees, and the public. Errors could result in delays or loss of service, monetary loss, and legal ramifications.

**Physical Requirements**:The physical demands of this position are similar to any typical office environment, which involves sitting for long periods and using office equipment including a computer and telephone. While performing the duties of this job, the employee is frequently required to stand, sit, and use hands. The employee is occasionally required to walk, reach with hands and arms, and talk or hear.

The employee must occasionally lift and/or move up to 20 pounds. _The physical demands described above are representative of those that must be met by an employee to perform the essential functions of this job successfully. Reasonable accommodation(s) if needed will be provided for the employee with adequate strength, dexterity, coordination, and visual acuity in a manner that does not pose a direct threat to the health or safety of the employee or others in the workplace._

**Fair Labor Standards Act (FLSA) status**: Exempt

**Employment status & Hours**:Regular Full-time employment, 35 hours per week, Monday-Friday, 8:30 a.m. to 4:30 p.m.

**Pay rate**: $36,438-$44,267

**Employee Benefits**: Health, Dental, Life Insurance, and Flexible Spending Account (FSA)

**Benefits**:

- Dental insurance
- Flexible spending account
- Health insurance
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance

Schedule:

- Day shift

Work Location: In person

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